Council Meetings

COVID-19 update

Council Meetings

The COVID-19 Omnibus (Emergency Measures) Act 2020 has introduced into the Local Government Act 2020 (the Act) new mechanisms that allows for virtual Council meetings. These new measures will be in force from 1 May 2020 until 1 November 2020.

All meetings during this period will be closed to the public. Residents can watch Ordinary and Special Meetings via online live streaming until further notice. Thank you for understanding and support.

Council’s Ordinary and Special Meetings during this period will be held in the Theatre at the Frankston Arts Centre to meet the requirements for social distancing of 4m2. Importantly, the Frankston Arts Centre is otherwise temporarily closed with the Council Chambers unable to hold a limited capacity. Only Councillors and relevant officers will be in the Theatre with measures in place to meet social distancing requirements.

Verbal Submissions

If you have registered or intend to register to speak to an item on the Council Meeting Agenda, speakers will only have the option of making a verbal submission via telephone. Officers will make contact and the speaker will be greeted by the Chair who will invite the speaker to make their verbal submission.

There are no changes to the limit on speakers i.e. the limit is still a maximum of 10 speakers and it will be at the discretion of the Chair, if further speakers are permitted. Speakers still have 3 minutes to address Council, with the exception of S223 submitters who will receive 5 minutes. 

Questions with/without notice

If you wish to submit questions with or without notice, the same time frames apply. It is strongly encouraged to submit questions via email or on-line by the specified time frames. If you still prefer to submit these in person, then the forms will need to be placed in the after-hours mail box at the Civic Centre. It should be noted that the questions, including responses will not be read by the CEO at the Council Meeting. All questions will be taken on notice and a written response will be provided within 5-7 business days. 

Meeting Details

Frankston City Council meets formally on a regular basis, to consider and make decisions in relation to various items of business. 

Ordinary Meeting Dates 

  • Tuesday 28 January 2020
  • Monday 17 February 2020
  • Tuesday 10 March 2020
  • Monday 30 March 2020
  • Monday 20 April 2020
  • Monday 11 May 2020
  • Monday 1 June 2020
  • Monday 15 June 2020
  • Monday 29 June 2020
  • Monday 20 July 2020
  • Monday 10 August 2020
  • Monday 31 August 2020
  • Monday 21 September 2020
  • Monday 23 November 2020
  • Monday 14 December 2020

Special Meeting Date

  • Special Meeting - Wednesday 13 May 2020
  • Statutory Meeting - Monday 16 November 2020

All meetings listed above commence at 7pm and are open to the public.

Closed Meetings

These meetings are closed to the public.

Types of Meetings

Council holds two (2) different types of meetings:

1. Ordinary Meetings

 These meetings are held once every three weeks in accordance with the Council Meeting Timetable, to consider items of general business and planning matters, and to hear public submissions.

2. Special Meetings

These meetings are called when required to deal with a particular item of business.  When a Special Meeting is to be held, public notice is given on Council’s website, and (unless urgent or extraordinary circumstances and copy deadlines prevent publication prior to the meeting) in the local newspaper. The public notice specifies the date and time of the meeting and the business to be transacted.

Location (unless advised differently)

Council Chambers at the Civic Centre
30 Davey Street (entry via Young Street)
Frankston

Governance Rules

Council meetings are conducted in accordance with Council’s Governance Rules.

Agenda and Minutes

The Agenda for each Council meeting is made available on Council's website approximately four days prior to the meeting. A hard copy of the Agenda may also be collected from the Council offices prior to the meeting, or from the public gallery at the commencement of the meeting.

The Minutes from each Council meeting are published on Council's website following the meeting.

Timetable

Council meetings are held on a three weekly cycle. The Council Meeting Timetable is set 12 months in advance, usually in December each year.

 How Meetings Work

Ordinary Meetings (including Planning and Submissions items)

Ordinary Council Meetings are held every third Monday evening commencing at 7:00pm. A typical meeting agenda includes:

  • Councillor Statement regarding conflicts of interest, Opening Prayer and Acknowledgement of Traditional Owners;
  • Minutes of last meeting or meetings confirmed and signed;
  • Apologies;
  • Disclosure of Interest and Declarations of Conflict of Interest;
  • Public Question and Submissions Time;
  • Items Brought Forward;
  • Consideration of Reports of Committees;
  • Consideration of Reports of Officers;
  • Presentation of Petitions and Joint Letters;
  • Delegates’ Reports
  • Notices of Motion;
  • Urgent Business;
  • Items to be dealt with in Closed Council.

Meetings are open to the public unless Council resolves that the meeting be closed to members of the public.  This can only occur if the meeting is discussing any of the following:

            (a)        personnel matters;

            (b)        the personal hardship of any resident or ratepayer;

            (c)        industrial matters;

            (d)        contractual matters;

            (e)        proposed developments;

            (f)         legal advice;

            (g)       matters affecting the security of Council property;

            (h)       any other matter which the Council or special committee considers would prejudice the Council or any person; or

            (i)         a resolution to close the meeting to members of the public.

Special Meetings

Special Meetings are held "as required" and deal only with the business specified in the public notice of the meeting.

Streaming of Council Meetings

Live Streaming allows you to watch and listen to the meeting in real time, giving you greater access to Council decision making and debate and improving openness and transparency.

There are three (3) fixed cameras in the Council Chambers and it is intended that the cameras will only provide vision of the Councillors who are present at the meeting.

Every care will be taken to maintain privacy and as far as practically possible, it is not intended that there be either live or recorded footage of the public or Media personnel, however, there might be incidental capture; for example footage of a person exiting the building depending on which camera is being used at the time, or audio recording of a person who interjects the meeting. Council officers who address Council will be heard on the live audio stream, and audio of them speaking will be recorded.

Archives of meetings will be published on Council’s website generally within three (3) business days after the meeting date for the public’s future reference. Bookmarks for OM02 on 19 February 2018 onwards will be added to meeting recordings to assist in identifying and navigating the agenda items considered during the meeting.  

Public Attendance and Participation at Council Meetings

Meetings are usually held in the Council Chambers at the Civic Centre, commencing at 7pm (unless advertised otherwise).  Public entry to the Chambers is via Young Street, Frankston.

Residents and interested persons are encouraged to attend Council meetings. There is public seating in the gallery of the Council Chamber. 

There are opportunities for public participation in the meetings during Public Question Time and Submissions Time – details of these processes are set out below. At other times, it is expected that members of the public will listen quietly and refrain from interrupting the meeting. 

If you have any queries regarding Council Meetings, please contact the Councillors Office on 9768 1632.

Submissions at Council Meetings

Members of the public can request the opportunity to make an oral submission to Council in relation to any of the issues being considered on the current Agenda, before Council deliberation on the matter. Further information about public submissions at Council meetings is set out in the attached Public Submissions Procedure.

An application to make an oral submission to Council can be made to the Councillors Office by 4pm on the day of the meeting, by using either of the following methods:

Public submissions and any subsequent discussion will be recorded as part of the meeting, and audio recordings of Council meetings are made available to members of the public upon request.  If a submitter does not wish to be recorded, they must advise the Chair at the commencement of their public submission.

Question Time

Council encourages members of the public to ask questions of it, and has made provision in the Agenda of each Ordinary Council Meeting for Public Question Time. 

Question Time is conducted in accordance with the attached Question Time Procedure.

Questions With Notice must be submitted prior to 12 noon on the Friday before the relevant Ordinary Meeting.

Questions Without Notice must be submitted between 12 noon on the Friday before the relevant Ordinary Meeting up until 4pm on the day of the relevant Ordinary Meeting.

Please refer to the page linked below further information about Questions with and without Notice:

Contact Us

For further information contact the Councillors Office
P. 03 9768 1632
E. councillors.office@frankston.vic.gov.au

Privacy Statement

Frankston City Council is committed to protecting your privacy. In accordance with the Governance Local Law, you are asked to provide your name and contact details when applying to make a public submission or submitting a question. Your contact details will be used to liaise with you about your request. You will be identified by name at the Council Meeting, Special Meeting or Special Committee Meeting as the person making the submission or asking the question. Your name will also be included in the publicly available Minutes for the relevant meeting. Your personal information will only be used and disclosed as authorised by law. For further information about how Council handles personal information, or to request access to your information, see www.frankston.vic.gov.au or contact Council’s Privacy Officer on 1300 322 322.

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